Tender for the Provision of Cleaning Services at the
Department of Social Housing
HOUSING CONSTRUCTION & MAINTENANCE DEPARTMENT
2007_010 Page 1
TENDER FOR THE PROVISION OF CLEANING SERVICES
AT THE DEPARTMENT OF SOCIAL HOUSING, FLORIANA
1. The contractor shall carry out housekeeping cleaning services, to the satisfaction of
the Director of Social Housing as described in the Appendix "A", which covers the
cleaning of the Department's offices at 77, Triq Macerata, Floriana. The contractor
shall perform any extra works related to the same areas as instructed from time to
time by the Director of Social Housing.
2. The contractor shall carry out the works and services forming the subject of this
contract in a manner that shall not cause inconvenience or effect the
running/operation of the Department.
3. The contractor shall, at no extra cost to Government, supply all materials for the
implementation of the services covered by this contract and listed in the attached list
marked Appendix "A"
4. The contractor and his personnel are bound not to divulge any information obtained
in any way whether directly, accidentally or otherwise during the performance of
5. The contractor shall be responsible for execution of daily works during such hours
as may be communicated in writing by the Director of Social Housing to the
contractor from time to time. Weekly, monthly works may be undertaken at the
weekend and/or public holidays.
6. Should the contractor anticipate at any time during the execution of the contract that
his employees will be unable to carry out the work within the contract time, he must
at once give notice accordingly, in writing to the Director of Social Housing
explaining the cause of this.
7. The contract time for execution of works shall be the period(s) named in the letter of
acceptance, and shall be reckoned from the date of the receipt of the said letter.
8. The contractor shall at all times deploy at the Department suitably trained personnel.
The Director of Social Housing shall have the right to request the contractor to re
deploy and replace any person representing the contractor at the Department upon
giving good and sufficient reason justifying such request.
9. The contractor shall provide uniforms, which shall be to the satisfaction of the
Director of Social Housing for such employees and shall ensure that they maintain a
smart and clean appearance. The contractor shall also ensure that its employees or
other authorised representatives wear means of identification provided by the
Director of Social Housing when on the Department premises.
10. The contractor shall at all times maintain the standard of the work to be carried out
as per Appendix 'A' to the satisfaction of the Director of Social Housing. The
contractor shall therefore abide by any recommendations and instructions given by
the Director of Social Housing and which are aimed at improving the required
11. The contractor shall take all necessary steps to ensure maximum security in any
areas occupied by him
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12. Pilferage and damage caused to any items belonging to the contractor in the areas
allocated to him as storage of office space will be borne by the contractor.
13. The contractor shall comply and ensure compliance by his employees or agents at
all times during the continuance of the contract when upon the Department to
prohibit any employee or agent failing to comply therewith or misconducting
themselves from coming into the Department.
14. The contract shall run for a period of THREE YEARS from date of award. However,
Government reserves the right, at its absolute discretion, to extend the said contract
at the same rates and conditions for a further period of twelve months, by giving 2
months advance notice.
15. The contractor shall have access to all areas of the Department to carry out
cleaning duties as per Appendix 'A' from 6.00 a.m. to 8.00 a.m. daily from Monday to
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Schedule of Works
Department of Social Housing (All Floors)
− Dust/wipe furniture, curtain rails, fittings, sinks, equipment, tables and chairs,
window ledges and all other ledges, telephone handsets, door in all offices, blinds,
shelving and Board Room.
− Vacuum clean all carpets (where available)
− Wet, clean and wash all floors, stairways, corridors and halls
− Sweep regularly roof area
− Clean toilets including disinfection
− Wash windows inside and outside
− Periodically polish furniture, particularly glazed units
− Carry out refuse/waste collection and disposal
− Shampoo any carpets and remove stains as requested
− Scrub-out of certain areas as requested
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The word contractor shall mean the person or persons to which this contract is awarded. He shall
carry out the works listed above and in the attached Bill of Quantities.
G.2 General Responsibility of the Contractor
All materials and methods of construction shall be in the form and nature specified herein and/or as
indicated in the drawings, to the satisfaction of the Architect in charge. All materials and methods
(except where otherwise stated) shall conform to the relevant British Standard Specification or its
G.3 Site Visit
The Contractor shall inspect and examine the site and its surroundings and shall satisfy himself (so
far as is practicable) before submitting his Tender as to the form and nature of the site, the
quantities and nature of the work and materials necessary for the completion of the work and the
means of access to the site, the accommodation he may require and in general shall himself obtain
all necessary information as to risks contingencies and other circumstances which may influence
or affect his Tender.
G.4 Tendered Rates to Include
The tendered rates shall be inclusive of all work as specified as well as any other works which are
of a contingent or indispensable nature for completing the work in its entirety and to the satisfaction
of the Architect in charge. The rates shall be inclusive of all materials necessary, profits and
payment of customs duty and landing charges on all imported goods, all hire of plant and
machinery required as also all transport of materials to the site of works.
G.5 Fixed Tendered Rates
The tendered rates shall be fixed rates and no allowances will be made for fluctuations in rates and
prices or for any increase or decrease in the costs of labour and/or materials.
G.6 Consideration of Tenders when received
The Government is not bound to accept the lowest or any tender and shall not give reasons for the
acceptance or rejection of a particular tender or any part of such tender. Special consideration will
be given to local contractors who have a significant number of full-time employees on their payroll
as distinct from those tenderers whose employees are mostly engaged on a casual basis or for a
specific period of time.
G.7 Safety Regulations
The Contractor shall comply with all safety regulations and shall be solely responsible for the safety
of his workmen, the general public and Government employees. He shall also be responsible for
any damage to Government or Third Party property that may be caused by him or his workmen.
G.8 Accident and Risks
The Contractor shall take all risks of accident or damage to the work from whatever cause arising,
shall be responsible for the sufficiency of all means by him for the fulfillment of the contract and
shall not be relieved from such responsibility by any approval other than a written approval which
may have been given by the Architect in charge.
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G.9 Special consideration will be given to local Contractors who have a significant number of
full-time employees on their pay roll as distinct from these tenderers whose employees are
mostly engaged on a casual basis or for a specific period of time.
G.10 The attached 'General Conditions of Contract for the Execution of Works' and the attached
'General Conditions Governing the Employment of Labour in Malta', in as far as they are
not inconsistent with the above, shall also apply.
G.11 Tenderers quoting on a delivered to store/site basis are to submit prices/rates inclusive of
VAT, Customs Import Duty, Levy and any other charges or taxes, as applicable. Moreover
the successful bidder shall be bound to conform in all respects with VAT legislation and
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TENDER FOR THE PROVISION OF CLEANING SERVICES
AT THE DEPARTMENT OF SOCIAL HOUSING
Bill of Quantities
Item Description Qty Unit Rate (Lm) Amount (Lm)
incl. V.A.T incl. V.A.T
1 Cleaning duties as per clause of specifications. 1,560 hrs
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Name of Tenderer _____________________________________ I.D. No. _____________
Name of Company _____________________________________
Address _____________________________________ Tel. No. _____________
_____________________________________ Mobile. No. _____________
_____________________________________ Fax No. _____________
V.A.T Registration No. _____________________________________
Police/Trading License No._____________________________________ Valid up to _____________
The total number of workers that I/We would require to complete the work
under this tender within the stipulated time limit is ________________
Tenderer's Signature ______________________________ Date ________________
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